Policies and Procedures: How to Get User Training in HMIS

Some staff will need access to AKHMIS for required data entry and reporting purposes. Some staff will not need access to AKHMIS. All direct services and data entry staff should have a shared understanding of what AKHMIS is and why it is used by your organization. Supervisors must ensure that all staff are trained on the following:

• Data Collection Forms
• How to collect Prior Living Situation information
• AKHMIS Privacy and Security Policies
• Alaska Statewide Consumer Notice

AKHMIS user access is based upon the roles and responsibilities of each person's job. Supervisors who do not do data entry do not need access to AKHMIS. Staff supervision duties can be accomplished through monthly reports sent to them by ICA. Only data entry staff should be granted user access to AKHMIS. Staff who need to run reports but are not doing data entry or data cleanup should have a training request submitted for report training only.

•  Before submitting AKHMIS training requests a background check must be completed for the new user. Individuals with a history of perpetrating fraud, identity theft, or misuse of confidential information or an individual who is under investigation for such issues, shall not be permitted an AKHMIS user license. All users must be at least 18 years old.
• Before submitting AKHMIS training requests supervisors must discuss the following with the new user:

o   The job duties the user will be carrying out.

o   Eligibility requirements for each project the user will be accessing in AKHMIS.

o   How AKHMIS relates to their job/how they will use it.

o   How the information that the user is expected to enter into HMIS will be collected.

• Once a training request is submitted supervisors must ensure that the user understands and signs the User Agreement.
• Once the training process begins supervisors must allow adequate time and resources for the user to complete training and practice case assignments.
• After training is completed and a user gains access to AKHMIS, supervisors must allow adequate time for users to complete necessary data entry every day/week/month.
•  When a user leaves an organization, supervisors must notify ICA within 24 hours of staff leaving for security of the database. If a staff's departure is known prior to when they leave, supervisors can notify ICA in advance of the users last day.

Staff members who need training for regular AKHMIS data entry must have their supervisor fill out the AKHMIS Training Request Form.